Invoicing & payment

“No PO, No Pay” policy

Fresenius Medical Care is dedicated to ensuring timely payments to our suppliers. To support this goal, we enforce a strict "No PO, No Pay" policy. Invoices are only processed after they are successfully matched with an approved Purchase Order (PO) and a corresponding goods receipt or service confirmation.

Supplier requirements

Before commencing any work, delivering goods, or issuing an invoice, you must:

• Secure a PO number: Ensure you have received a valid PO number from your Fresenius Medical Care contact. Do not begin work or ship products without one.
• Reference the PO number: Clearly display the valid PO number on every invoice submitted for payment.

Important notice: Invoices missing a valid PO number will be delayed or rejected, unless the transaction falls under an officially approved non-PO exempt category. For additional information on valid POs, exceptions, and invoice submission, please consult our “No PO, No Pay” policy summary for suppliers and “No PO, No Pay” policy FAQ for suppliers.

Invoice submissions and requirements

Invoice and credit memo requirements 

Invoice requirements

Every invoice must include the following information:

Fresenius Medical Care information:

• The full legal entity name and billing address
• The VAT or tax ID, where applicable
• A PO number, unless an approved exemption applies
• The full name of the Fresenius Medical Care requester; this is the representative who ordered the products or services upon which the invoice is based.

Supplier information:

• Full supplier legal name, address, VAT or tax ID, where applicable
• Contact email address or telephone number
• Payment details

Invoice information: 

• A unique invoice number
• Invoice date
• Description of goods or services
• Applicable tax rate, total invoice amount and currency

Important: For invoices that qualify for a "No PO, No Pay" exemption, the invoices must include the full name and contact details of the relevant Fresenius Medical Care requester. Missing information may result in invoice rejection or payment delays. Refer to the "No PO, No Pay” policy section for the list of applicable exemptions.

Credit memo requirements

Please follow the credit memo requirements below when creating and submitting a credit memo.

1. Reference the PO number, if applicable.

2. Identify the document correctly. Your document must be marked as credit memo or credit note, include a unique credit memo number and reference to the original invoice, if applicable.

3. Include the required details below:

• Your full supplier name and address, VAT/ Tax ID
• Fresenius Medical Care entity name and billing address, VAT/Tax ID
• Credit memo number and date
• Relevant PO, if applicable
• Original invoice reference, if applicable
• Reason for credit memo, e.g. return, price correction, quantity or other adjustment
• Item-level details, e.g. quantity, unit price, total amount
• Total credit amount, clearly identified as a credit or negative value

Submitting invoices to Fresenius Medical Care

Submit each invoice through one approved channel only. Do not submit the same invoice through multiple channels or send invoices directly to individual Fresenius Medical Care employees.

Invoice submission method

Choose the correct submission method depending on your supplier setup, the Fresenius Medical Care entity being invoiced, and local legal requirements.

1. SAP Business Network (Ariba) – use if your supplier account is enabled for SAP Business Network (Ariba) invoicing (for North America suppliers only).

• Submit invoices and credit memos electronically. 
• Do not send duplicate copies by email.

2. Government e-invoicing platforms – use where electronic invoicing is legally required. 

• Submit through the relevant government-authorized platform. 
• Follow local tax and e-invoicing requirements. 

3. Email submission – use only where email invoicing is permitted.
Before submitting your invoice: 

• Review the country mailboxes list below.  
• Identify the correct mailbox using the legal entity name, company code, or VAT/Tax ID shown on the PO.  
• Follow any country-specific submission requirements.  
• Review the email submission rules below. 

Country email mailboxes list

Invoice submission mailboxes are assigned by billed Fresenius Medical Care country, legal entity and VAT/Tax ID. To ensure successful processing, invoices and credit memos must be sent to the mailbox corresponding to the Fresenius Medical Care entity with which you are trading. 

For additional information, please refer to the list of Country mailboxes for email invoice submission. 

Please note:  

• Invoice submission addresses are automated intake mailboxes and should only be used for submitting invoices and credit memos. They must not be used for inquiries, statements, payment follow-ups, or other correspondence. 
• Fresenius Medical Care is progressively implementing a centralized email invoicing model. Any changes affecting your invoice submission process will be communicated through official channels. 

Email submission rules

Payments

Payment terms

Our standard corporate payment term for suppliers is net 60 days.

Payment frequency and runs

Supplier disbursements are executed through automated, scheduled payment runs throughout the week. Invoices must be fully approved and posted before our system cut-off times to be included in the current cycle. Invoices approved after the cut-off will automatically clear in the following payment run.

Electronic payment execution

Fresenius Medical Care executes payments via electronic bank transfer. To mitigate payment delays:

• Maintain accurate, complete, and up-to-date banking details within our portal.
• Report any changes to banking structures immediately through verified compliance channels.

Remittance advice

A payment advice document is automatically generated and emailed to your registered address upon the execution of a payment run. This document contains invoice reference numbers, paid amounts, and the value date.

Need assistance? If you miss a remittance advice or have a specific payment inquiry not covered here, please submit a ticket through our supplier contact form using the appropriate support category.